Meetings

A meeting with a client produces agreements, and agreements nobody writes down are gone within a week. With Meetings you record the meeting; your organisation’s speech provider transcribes it, your own AI drafts the minutes with the decisions and action items, and the minutes land on the client’s timeline as a contact moment straight away. They stay editable for as long as the meeting exists: every correction is saved by itself and the contact moment follows it. A task is made from an action item one at a time, with schakl. filling in the form from what was said.

Where to find it

Main menu Vergaderingen (Meetings): every recorded meeting, newest first, with search across titles and transcripts and a client filter. From here you start Vergadering opnemen (Record a meeting).
The Vergaderingen panel on the client page, with the number of action items per meeting.
Instellingen → Vergaderingen: the consent statement, the minutes document and your house rules for the minutes.
Instellingen → AI: the Vergadertranscripten en verslagen (Meeting transcripts and minutes) feature and the speech provider.

Before you start

Recording needs two things under Instellingen → AI, and without both schakl. draws no record button, only a notice saying what is missing:

The Vergadertranscripten en verslagen feature is on. It is a switch of its own, separate from the other AI features: a meeting is mostly other people’s words, and they go to a model whole.
A Spraakaanbieder (speech provider) that can transcribe is set up, on its own key. For meetings, pick a model that tells speakers apart: Mistral (Voxtral) with voxtral-mini-latest (three hours in one request) or OpenAI gpt-4o-transcribe-diarize (25 minutes per request). gpt-4o-transcribe, gpt-transcribe and whisper-1 return the words only; the recorder says so above the record button, so you do not find out afterwards.

A recording longer than the provider accepts in one request is cut into parts and transcribed part by part. The parts overlap by a minute and a half, and where the model supports it (OpenAI’s diarize model) every part is handed a short sample of each voice the earlier parts already heard, so one person keeps one label across the cuts. Where a pairing is not certain a speaker keeps a label of their own, so the failure is one person under two labels, never two people merged into one. The meeting page says how many parts the recording was transcribed in and whether the speakers were matched across them. On Voxtral a meeting of up to three hours is one request and the question does not arise.

Recording a meeting

Open Vergaderingen and click Vergadering opnemen (Record a meeting).
Fill in the Klant (Client — action items become this client’s tasks), optionally the Project, and a Titel (Title). Leave the title empty and schakl. names the meeting after the client and the date, and then after what was discussed once the minutes are in; a ✦ beside the title says schakl. chose it, and a title you type is never touched.
Fill in Wie zit er aan tafel (Who is at the table): colleagues, the client’s contacts, or a name under Anders (Other). You are added yourself. The minutes put every action item on the name of whoever took it on.
Choose the Soort (Kind: Op locatie / In person, or Online) and Wat wordt opgenomen (What to record): Microfoon for a meeting in the room, Browsertabblad (Browser tab) for a Meet, Teams or Zoom call in this browser (plus your microphone), or Bestand uploaden (Upload a file) for a recording you already have.
Tick Ik heb iedereen in deze vergadering verteld dat er wordt opgenomen (I have told everyone in this meeting that it is being recorded). Underneath is what to say: why (the minutes), who reads it (your team) and how long the audio is kept.
Click Opname starten (Start recording). The screen shows the clock and Opgeslagen tot … (Saved up to …). Done? Click Stoppen en uitschrijven (Stop and transcribe).

While recording, the browser sends a piece to the server every minute (the first after only a few seconds). A crashed tab therefore costs a minute at most, not the meeting. If the server refuses a piece because the connection drops for a moment or schakl. is being updated, the browser retries for up to ten minutes while the recording carries on; the screen then says Verbinding herstellen… (Reconnecting…) in amber. Only if that fails does the line turn red with Opnieuw opslaan (Try saving again). If you try to leave the page while a recording runs, schakl. asks first.

If the capture itself is interrupted (a locked phone freezes the tab, an incoming call takes the microphone), schakl. asks for the microphone again as soon as it can, for up to ten minutes, and carries on recording into the same meeting; the screen says it is resuming in amber meanwhile. How much was missed is measured, shown on the meeting page (1 min 32 s not recorded from 1:47:50) and handed to the minutes, so a gap is never silent. A browser-tab recording cannot be resumed without a click and ends at the interruption.

After that the meeting moves through In de wachtrij (Queued), Wordt uitgeschreven (Transcribing) and Verslag wordt geschreven (Writing minutes) to Verslag klaar (Minutes ready). A long meeting takes a few minutes; you can leave the page. When the minutes are in, they are already on the client’s timeline as a contact moment (Afspraak op locatie or Online afspraak), filed in the name of whoever recorded the meeting and with the client’s contacts who were there, and you get a notification, by default by mail too: The minutes of a meeting I recorded are ready. If something goes wrong the meeting shows Mislukt (Failed) with the reason and an Opnieuw proberen (Try again) button.

Working on the minutes

There is no review step and no confirm button: the meeting page shows the minutes beside the transcript and the recording, and you edit them where you read them, whenever you like. Every change is saved by itself; the word beside the title says Opslaan… (Saving…), Opgeslagen (Saved) or, if a save failed, Niet opgeslagen (Not saved) with Opnieuw proberen (Try again). The contact moment on the client follows every edit to the minutes, the title, the filing and the participants. The client, project and kind save as soon as you pick them.

Every text field is formatted text you can also paste an image into:

Samenvatting (Summary): a short account of the meeting.
Besproken (Discussed): one field with a heading per topic and what was said about it underneath.
Besluiten (Decisions), Actiepunten (Action items) and Open vragen (Open questions), each with a button to add one.
Under every decision and action item is the quote from the transcript it rests on, with the time. If that quote is not in the transcript, the item stays with the label Niet in het transcript gevonden (Not found in the transcript), and the page says how many there are. Read such items before you rely on them.

Action items are grouped by side and by person: Voor ons (For us to do) under each colleague, Voor de klant (For the client to do) under each contact, and Overig (Others). Per item you choose Wie pakt het op (Who took it on), a Deadline (Due) and a Toelichting (Details). A promise by the client is minuted, not put on your board.

A task from an action item

Beside an action item, Taak maken met schakl (Create task with schakl) opens a sheet in which schakl. has filled in the task from the words around that item in the transcript: the title, what is to be done, the steps that were named, the deadline as it was spoken and who took it on, with the meeting’s client and project. You check it beside the quote and click Taak aanmaken (Create task); nothing is created before that. An item owned by a client’s contact becomes a task for that contact (waiting on the client). The task goes through the Tasks module with its own rules and permissions, the item then shows Taak openen (Open task), and the contact moment lists it. Each action item becomes a task at most once.

Hours and the record card

Uren registreren (Record hours) books the meeting on the timesheets of the colleagues you tick: one entry each, for the length of the recording unless you type another, with a line the minutes suggest, filed on the contact moment. Every entry is named in the dialog before you press, because hours somebody else booked are a surprise on your timesheet otherwise.

The Vastgelegd (On the record) card beside the minutes shows the three things the meeting wrote elsewhere: the contact moment (Contactmoment openen, Open the contact moment), the tasks made from action items and the hours. If the automatic filing was refused (for example because the contact moment kind is switched off), the card says Staat nog niet op de tijdlijn van de klant (Not on the client’s timeline yet) and offers Als contactmoment vastleggen (Log as contact moment), which tells you why if it is refused again.

Speakers, redrafting and the AI box

Next to the transcript you pair the participants with their speaker label (S1, S2 …) and click Deelnemers opslaan (Save participants). The usual case is doing that after the first draft; Verslag opnieuw opstellen (Write the minutes again) then redrafts over the same transcript, with the people known, without transcribing again and so without new audio cost.

The Deze vergadering in woorden aanpassen (Change this meeting in words) box changes the meeting in your own words, for example set the client to Nova, S2 is Jan Jansen, add an action item for Sanne: send the logo, due Friday. It changes the title, client, project, kind and date, who was there and which speaker label they are, and every line of the minutes. Everything is applied in your name, like an ordinary edit.

Downloading

Downloaden (Download) opens Notulen downloaden (Download the minutes). Tick which chapters to include: who was there, summary, discussed, decisions, action items, open questions, the evidence under decisions and action items (quote and time), and the full transcript as an appendix. The transcript is off unless you tick it. Voorbeeld openen (Open preview) shows exactly the page Pdf downloaden (Download PDF) prints.

In the PDF the attendees are grouped under your agency’s name and the client’s, with a profile picture or initials. Action items sit per side under the person who took them on, and an item not found in the transcript stays marked on paper too.

Under Transcript als bestand (Transcript as a file) you download just the words, with speakers and times: as Tekst (.txt), Markdown (.md) or subtitles (.srt, .vtt) for a video editor.

The recording plays on a phone; where a browser cannot play the format (Safari plays no WebM), there is a link to download the file instead.

Instellingen → Vergaderingen

For administrators, under Instellingen → Vergaderingen:

Opnemen (Recording): Vraag om de toestemmingsverklaring voordat een opname begint (Ask for the consent statement before a recording starts), on by default. If your agency has its own procedure for this, switch it off; the tick and the check then go together.
Notulen geschreven door AI (Minutes written by AI): Huisregels voor de notulen (House rules for the minutes), your own writing instruction (tone, length, what must always be in it). The model receives it as a style, never as licence to add what was not said.
Het notulendocument (The minutes document): the Ontwerp (Design: Standaard or Eigen HTML — Jinja and CSS in a sandbox without network access), the Accentkleur (Accent colour), a Kopafbeelding (Header image), an Afsluitende regel (Closing line), profile pictures beside names on or off, and the Standaard aangevinkte hoofdstukken (Chapters ticked by default). The preview beside it draws your most recent minutes with these settings.

Permissions

Configurable per role under Instellingen → Rollen. Defaults:

Permission	What it does	Default for
`meetings.meeting.read`	View meetings and minutes	Admin, Member
`meetings.meeting.write`	Record meetings and review minutes	Admin, Member
`meetings.meeting.delete`	Delete meetings	Admin
`meetings.settings.manage`	Manage meeting settings	Admin

What the meeting writes elsewhere also needs those modules’ permissions: the contact moment is filed under the recorder’s own rights on contact moments, a task needs the right to create tasks, and booking hours for a colleague needs the right to write their time entries. A refusal is shown where it happens, on the card, the task sheet or the hours dialog.

Privacy and retention

The audio is deleted 30 days after the minutes landed (writing the minutes again restarts the clock); the transcript and the minutes stay. Whoever may edit minutes can delete the audio sooner with Audio verwijderen (Delete the audio).
A recording can be played by whoever may see the meeting, and by nobody else who happens to be able to point at the file.
A client never sees a meeting. A client portal login gets an empty list, no panel and no recording or transcript, even if someone grants the Client role the read permission. What the client is owed is the contact moment, under the rules of Interactions.
A member restricted to a client group sees only those clients’ meetings.
Deleting a meeting removes the audio, the transcript and the minutes; the contact moment, the tasks and the hours already logged from it stay.

API and MCP

Everything the screen does goes through the API under /api/v1/meetings, and so is also a tool on the MCP server: create a meeting, post the recording in pieces (base64 in JSON, so an AI client can do it too), finish, set participants, save the minutes, redraft, file the contact moment, draft and create a task from an action item, record the hours, fetch the PDF and the transcript. The transcript comes as JSON by default, with the time and the speaker’s name per line; format=txt|md|srt|vtt returns a file.

For the assistant there are three read tools: meetings.find, meetings.transcript and meetings.minutes, all three behind meetings.meeting.read.